Changes to operations in PWCS may affect access to telephone, walk-in and mail services and may affect processing and response times.

Please visit ScribOrder to place an order for educational records.

If you are unable to reach the PWCS Records Center Team by telephone, please contact a team member via e-mail. 

We apologize for the inconvenience.

Student Records

Prince William County Public Schools (PWCS) maintains student records in compliance with federal and state laws. PWCS Policies and Regulations are developed in accordance with the Family Educational Rights and Privacy Act (FERPA), which is the federal law protecting the privacy of student scholastic records. All public schools, including PWCS, are mandated to ensure proper policies and procedures are implemented to protect the content of scholastic records, regardless of the medium.

For additional information, please review the following:

Family Educational Rights and Privacy Act (FERPA)

To request access to and/or duplication of educational records under FERPA provisions, please submit a request to FERPAOfficer@pwcs.edu. Depending on the specific details of the request, the fulfillment may be coordinated by the Administrative Coordinator, Records & FERPA Compliance or by current school staff. 

All requests for access to and/or duplication of student educational records are processed under the procedures set forth in Policy 790, Student Educational Records and Regulation 790-2 , Disclosure/Access to Student Educational Records.

If you would like for PWCS to release your educational records/information to third-parties please complete the FERPA Consent Form (PDF).

Student educational records are forwarded to the PWCS Records Center after withdrawal or graduation, for a retention period of five years. After five years, the records are purged and only long-term documents are maintained, per the requirements of General Schedule 21 of the Library of Virginia. You may request the original student educational record prior to June 1 of the processing year by contacting the Records Center.

If you have any questions, please contact 703-791-7395.

 


To obtain archived former student record(s) you now have three options: order online, mail, or walk-in (excluding third-party requests).


Online Services

Requests for graduate and withdrawal student records/information may be submitted and paid for online using your credit or debit card. There will be a $3.00 service fee for these transactions. There will also be additional fees for international mailing.

The following documents may be requested online:

  • High School Transcript—$5 per copy per address
  • Middle School Transcript—$5 per copy per address
  • Elementary School Transcript—$5 per copy per address
  • Replacement Diploma—$10 per Diploma
  • National External Diploma Transcript—$5 per copy per address
  • GED Certificate 2001 and previous—$5 per copy per address
  • LPN Transcript—$5 per copy per address
  • SAT/ACT Test Student Score Report—$5 per copy per address (if available)
  • Immunization/Health Record—$5 per copy per address

If you are designating another individual to pick-up your student records, please note their name and state issued ID number in the comments section of the form. They will need to present their matching ID in order to pick-up your information.

Requests will be processed during normal business hours (Monday-Friday 7 a.m. – 4 p.m.), excluding holidays and weather-related closings (unless otherwise noted on the Records Center webpage).

Once the request has been submitted online, your payment will be processed and you will begin receiving emails from scribonline@scribsoft.com to notify you of the status of your order. It is important you read the emails carefully, as additional information may be required to process the request. Requests are typically fulfilled within ONE (1) business day, except in instances when additional information is needed to proceed. Once the order has been fulfilled you will receive email confirmation.

All Third Party Requests for documents and/or verification of graduation must be completed online.

**NOTE** Documents for identification purposes may only be received through walk-in service. Example: DMV (Department of Motor Vehicle), Birth Certificate, Social Security, Passport, Immigration.

 

 


 

Mail Services  

Student Record Request Form (PDF) 

Requests will be processed during normal business hours (Monday-Friday 7 a.m. – 4 p.m.), excluding holidays and weather-related closings (unless otherwise noted on the Records Center web page). All mailed requests must include payment by money order or cashier's check, as well as a copy of a valid photo ID.

The Records Center will contact the requester if further information is needed to proceed or if documents are not located.

Requests are typically fulfilled within ONE (1) business day, except in instances when additional information is needed.

 


 

Walk-in Services

Hours 7 a.m. - 4 p.m. Monday-Friday

Fee payment is cash*, debit/credit, money order or cashier's check and a valid photo ID is required. 

*Please note: The Records Center is unable to accept bills larger than $20.
 


Please refer to Regulation 790-2  for specific document fee details.

If you are designating another individual to pick-up your student record(s) you must provide signed consent, noting the individual's name (as it appears on their photo ID) prior to their arrival or the individual will need to present a printed copy of the signed consent, as well as a photo ID (matching the information provided in the consent) in order to pick-up the record(s).

 


 

Replacement Diploma

Replacement diplomas are now produced by the Records Center. You may request in-person (requests will be processed during normal business hours (Monday-Friday 7 a.m. – 4 p.m.), excluding holidays and weather-related closings (unless otherwise noted on the Records Center web page) or online.  

You may pick up your Replacement Diploma at the Records Center or it will be mailed to the requested address.


Please note: Replacement Diplomas are not an exact copy of the original diploma. Replacement Diplomas will have the most current Principal, Superintendent and Chairman of the Prince William County School Board’s signatures. Replacement Diplomas will not contain various academic seals. 

 


 

GED

Beginning January 2, 2014 all GED Certificates/Transcripts dated 2002-present date shall be ordered through the GED Virginia website. Records dated prior to 2002 may be ordered in-person (requests will be processed during normal business hours (Monday-Friday 7 a.m. – 4 p.m.), excluding holidays and weather-related closings (unless otherwise noted on the Records Center webpage) or online.

View GED Credentialing FAQs (PDF)